Gads Hill Center Hiring for Receptionist Bilingual Preferred at Chicago, IL Full Time

JOB SUMMARY:

The Receptionist serves as the professional image of the site to the public and to prospective and enrolled families. This individual is responsible for greeting visitors in person and professionally directing callers by telephone. Under the direction of the Youth Programs Manager, the Receptionist performs key clerical and data entry tasks.

DUTIES AND RESPONSIBILITIES:

Operations Support

• Greets and receives visitors and ensures that they are referred to appropriate site personnel.
• Adheres to site security procedures at all times.
• Answers all phone calls and directs calls to appropriate site personnel. Documents all calls from prospective families for all programs and submits written information immediately to agency Intake staff.
• Maintains a schedule of common space reservations and maintains ongoing communication with staff and outside entities using the space.
• Receives and directs all incoming mail. Prepares and sends outgoing mail with the postal worker. Ensures the daily transfer of inter-office mail between all agency sites.
• Maintains clean and organized reception area and adheres to systems under guidance of Operations Coordinator.
• Maintains timesheets for senior volunteers and other long-term volunteers. Ensures that all volunteers sign in.
• Performs clerical tasks as assigned including copying, laminating, ordering of supplies, filing and other tasks as assigned.
• Responsible for office equipment use; requests and coordinates emergency and regular maintenance on the equipment.
• Responsible for maintaining inventory and placing monthly orders of PPE supplies, office, kitchen, and maintenance supplies.
• Assist the Youth Services Department to help ensure program runs efficiently.

Program Administrative Support

• Enters data into COPA and Salesforce databases under guidance of Operations Coordinator and Site Manager.
• Enters attendance data into COPA and ensures there is no discrepancies between meal sheets, attendance books, sign in/out sheets, and COPA.
• Documents childrens absences and informs appropriate staff of the reasoning.
• Responsible for creating classroom sign in sheets and pick up lists and maintaining them up to date.
• Responsible for submitting program food orders.
• Assists with collection of parent fees and distribution of invoices and unpaid notices.
• Assists with collection of documentation from families as requested by Intake or Support staff.
• Maintains and updates list of emergency phone numbers for all parents in the program including a list of all parents or relatives authorized to pick-up the children.
• Assists with the pickup of JBL students from school, as needed based on program staffing.
• Serves as staff liaison to Parent Policy Committee, if assigned.

In addition to the responsibilities listed above, all Gads Hill Center employees are responsible for the following:

• Participate in agency outreach and recruitment events, including evenings and weekends.
• Participates in supervision meetings and workshops within the agency and outside (if applicable).
• Participates in civic engagement activities that advance the mission of Gads Hill Center.
• Advance parent leadership development.
• Performs other duties as assigned.

QUALIFICATIONS:

• High School Diploma required, Associates degree preferred.
• Previous reception and data entry experience preferred.
• Must be proficient in Microsoft Office software and general computer skills.
• Fully bilingual in English and Spanish.
• Must have a valid Drivers License.
• Excellent interpersonal communication and organization skills.
• Ability to pass a criminal record and child abuse/neglect registry check.
• A passion for the mission of Gads Hill Center.